Calculating and Handling Missing Time in Time and Attendance

Outcome

You have learned how missing time is defined in Time and Attendance. You have also learned the following:

• How the accounted time functions when times are calculated in Time and Attendance. The accounted time is used when calculating time as a measure determining whether missing time must be created.
• How you can deal with missing time that has been created for an employee.

This knowledge will aid you when working with missing time.

Before You Start

• Time and Attendance must be configured. See Configuring Time and Attendance and Manufacturing Order Processing.
• Basic data must be defined. See Defining Basic Data in Time and Attendance.
• A time type must be defined for missing time in 'Time Type. Open' (TMS100). For the time type to be valid for missing time, value 6 = 'Missing time' must have been specified in the 'Time category' field in (TMS100/E).

Purpose

This document can provide you with a deeper understanding of how missing time is calculated and handled in Time and Attendance.

When

This document can be useful:

• As a starting point for understanding the result of a calculation of missing time for a particular employee.
• When you need to know how to handle missing time that has been created for an employee.

What is Missing Time?

If an employee's clocked times do not cover his/her entire schedule time for a particular day, missing time is created. Missing time indicates that an employee has been absent without giving a reason for his/her absence.

How Missing Time is Calculated

Summary

When calculating time, all times (attendance, absence, overtime, flextime and miscellaneous time) with the exception of missing time are calculated. The employee's schedule, etc. make up the basis for the calculation. Once these times have been calculated, these times are checked to see if they cover the employee's schedule time for a particular day. In the case that they do not cover the entire schedule time, the employee has not accounted for his/her entire workday via his/her clocked times. Missing time is calculated for the time that has not been accounted for.

How the Calculation is Done and Practical Examples

When all other times (attendance, absence, overtime, flextime and miscellaneous time) have been calculated these times are checked against the accounted time. Each calculated time affects the accounted time either negatively or positively. The way the times affect the accounted time is determined by the time type to which each time belongs. The manner in which times belonging to a particular time type affect the accounted time is indicated in the 'Affect on time worked' field in 'Time Type. Open' (TMS100/E) for the current time type. The following guidelines exist:

• Time types for attendance and absence affect the accounted time positively.
• Time types for overtime, user-defined overtime and flextime affect the accounted time negatively.
• Time types for miscellaneous time and missing time do not affect the accounted time.

When the accounted time is calculated, it is compared to the schedule time. If the accounted time is shorter than the schedule time, missing time is created. The missing time is the same length of the difference between the accounted time and schedule time.

Example 1:

Background

An employee's schedule time is 8 a.m. to 4 p.m. (8 hours). The employee clocks in at 6 a.m. as overtime and then clocks out at 3 p.m.

What Happens?

• When the time calculation begins, the accounted time is 0.

  6	7	8	9	10	11	12	13	14	15	16
  		:----	:----	:----	:----	:----	:----	:----	:----		Schedule time, 8h
  :----	:----	:----	:----	:----	:----	:----	:----	:----			Attendance, 9h
  :----	:----										Overtime, 2h

• 9 hours of attendance and 2 hours of overtime are calculated.
• The attendance time is added to the accounted time totaling 9 hours.
• The overtime is subtracted from the accounted time totaling 7 hours (9 – 2 = 7).
• The accounted time is compared to the schedule time. The result is that 1 hour is missing (7 – 8 = - 1).
• 1 hour of missing time is created.

Example 2:

Background

• An employee's schedule time is 8 a.m. to 4 p.m. (8 hours).
• The employee clocks in at 6 a.m. as overtime.
• The employee clocks out at 3 p.m. with an absence type.

What Happens?

• When the time calculation begins, the accounted time is 0.

  6	7	8	9	10	11	12	13	14	15	16
  		:----	:----	:----	:----	:----	:----	:----	:----		Schedule time, 8h
  :----	:----	:----	:----	:----	:----	:----	:----	:----			Attendance, 9h
  :----	:----										Overtime, 2h
  									:----		Absence, 2h

• 9 hours of attendance, 2 hours of overtime and 1 hour of absence is calculated.
• The attendance and absence times are added to the accounted time totaling in 10 hours (9 + 1 = 10).
• The overtime is subtracted from the accounted time totaling in 8 hours (10 – 2 = 8).
• The accounted time is compared to the schedule time. The result is 0 (8 – 8 = 0).
• No missing time is created.

How to Handle Calculated Missing Time

Missing time should not be transferred to history and a payroll system since the time indicates that the employee has clocked incorrectly. Therefore, you should do the following if missing time is created:

1. Find out why. You do this by first reviewing the clocked transactions that are the basis for the calculated times. Then you can ask the employee if necessary why he/she has clocked time in this manner.

2. Adjust the incorrect clocked transactions. For more information on the programs to be used for adjusting, see Checking, Adjusting and Approving Calculated Times in Time and Attendance. Example of incorrect clocked transactions: The employee may have forgotten to clock out using an absence type. This has resulted in missing time being created instead of absence.

3. Recalculate. For more information on calculating times, see Calculating Times in Time and Attendance. If your adjustments are correct, no missing time will be created during the recalculation.

Values Affecting Calculation of Missing Time